Administrative Associate
W Bridges Manpower Corporation
The Administrative Associate plays a vital role in ensuring the smooth and efficient operation of an organization by managing office activities, coordinating administrative tasks, and supporting various departments. This position involves handling communications, scheduling, record-keeping, and office management to maintain an organized and productive work environment.
RESPONSIBILIITIES:
A. Office Management
- Ensure the smooth running of daily office operations.
- Maintain office supplies inventory and place orders as needed.
- organize and manage office files, records, and documents (both physical and digital)
B. Scheduling & Communication Management
- Handle incoming and outgoing emails, calls, and other communications.
- Draft letters, report, memos, and presentations.
- Serve as a point of contact for internal and external clients, franchisees, DVC.
- Manager calendars and schedule meetings, appointment, and events.
- Arrange travel, accommodations, and itineraries for executives or staff.
- Prepare meeting agendas and take minutes when required.
- Organize corporate events, meetings, and team -building activities.
- Handle logistics for conferences, seminars, and workshops.
- Coordinate catering, venue bookings, and guest management.
C. Administrative Support
- Provide administrative support to various departments or teams as required.
- Prepare reports, presentations, and documents as needed.
- Assist in the preparation of budgets, expense reports, and financial documents.
D. Human Resources Support
- Assist in onboarding new employees and maintaining HR records.
- Help with recruitment by coordinating interviews and screening resumes.
- Assist in managing employee attendance, leave records, and payroll assistance.
E. Facilities Management
- Oversee office maintenance, cleanliness, and security.
- Coordinate repairs and maintenance of office equipment.
- Manage relationships with vendors and service providers.
F. Finance & Budget Management
- Process invoices, reimbursements, and basic bookkeeping.
- Monitor office expenses and prepare reports for management.
- Manager budget planning and financial documents.
- Process Tax payments of clients.
G. Policy and Procedure Compliance
- Ensure compliance with organizational policies, procedures, and regulations.
- Develop, update, and communicate administrative policies and procedures as needed.
- provide guidance and training to staff on administrative policies and procedures.
H. Data Management
- Maintain and update databases and information system.
- Ensure data accuracy, integrity, and confidentiality.
- Generate and analyze reports as required.
I. IT & Office Equipment Management
- Ensure office equipment (printers, computers, telephones) is functioning properly.
- Coordinate with IT support for troubleshooting technical issues.
- Maintain databases and data entry for company records.
J. Risk Management
- Identify potential risks to administrative operations and develop mitigations strategies.
- Implement measures to safeguard sensitive information and assets.
- Respond to emergencies or crises according to established protocols.
K. Professional Development
- Stay updated on best practices, trends, and developments in administrative management.
- Participate in training and development activities to enhance skills and knowledge.
QUALIFICATIONS:
- Graduate of Office Administrations or any related field.
- at least 1 year of experience as Admin Associate/Officer
- Keen to details and with sense of urgency and priority
- Familiar with Quickbooks online
Monday to Saturday
8:00am to 5:00 pm
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